Operations Assistant

A FirstCall Mechanical Company


OPERATIONS ASSISTANT

Location: Wellsville, NY.

WHO IS FIRSTCALL MECHANICAL?


KATS is a rotating equipment service and maintenance company serving customers across the United States. Founded in 2022, KATS partnered with FirstCall Mechanical in 2025.


FirstCall Mechanical is a leading provider of commercial and industrial HVAC, building controls, electrical, and plumbing services. FirstCall serves a wide array of facility and customer types, including distribution centers, industrial plants, universities, airports, healthcare facilities, self-storage units, and more. With approximately 700 employees across Ohio, New York, Virginia, Tennessee, North Carolina, South Carolina, Georgia, Florida, and Texas, FirstCall is committed to building durable partnerships. The company is actively expanding its operations nationwide and partnering with organizations that share its dedication to quality and customer satisfaction.


FirstCall Mechanical not only partners with companies to nurture growth in the market, but also provides equal focus on employee growth and development as well. We believe when YOU succeed, we all succeed, so we strive to be the first call for talented team members who want a career, not just a job.


BENEFITS OVERVIEW


FirstCall Mechanical values our employees' well-being, growth, and success! Employees are offered a robust benefits package, including:

• Competitive Weekly Pay
• Comprehensive Healthcare Coverage - Medical, Dental, Vision, + More (Includes some 100% Company-paid plans)
• Financial Resources - 401(k) Retirement Savings Plan with a 5% match, Life Insurance, Short & Long-Term Disability
• Time-Off & Holidays - Up to 4 weeks of Paid Off, 9 Paid Holidays + Veterans Day for Veterans
• Career Growth & Development - Company-sponsored education and career advancement programs like the FirstCall Academy, the Learning & Education Assistance Program (LEAP), and the FirstCall Progression Program
• Generous Referral Bonus of $2,500 per referral
• Role-Specific Perks - Company vehicle or allowance, mobile phone or phone allowance, uniforms, and work boot allowances

POSITION OVERVIEW


We are currently seeking an experienced Operations Assistant join our fast-growing team. They will provide cross-functional support to Accounts Payable and Shop/Warehouse departments. This position assists with administrative and operational tasks to support accurate documentation, timely processing, effective communication, and efficient day-to-day operations across both areas.

JOB RESPONSIBILITIES

• Assist with daily Accounts Payable functions under the direction of the Business Services Manager.
• Monitor the Accounts Payable email inbox and assist with receiving, reviewing, and entering vendor invoices.
• Assist with obtaining missing purchase orders, receipts, approvals, or other supporting documentation.
• Maintain accurate vendor information and organized Accounts Payable records.
• Help research and resolve routine invoice discrepancies and vendor questions.
• Provide backup support for routine Accounts Payable responsibilities as needed.
• Assist the Warehouse Manager with daily shop and warehouse operations.
• Assist with receiving incoming materials, parts, equipment, and supplies and verify quantities against purchase orders and packing slips.
• Identify and communicate receiving discrepancies, shortages, or damaged materials.
• Support parts and inventory management, including organizing, stocking, tracking, and maintaining accurate inventory records.
• Assist with monitoring inventory levels and identifying parts or materials that may need to be reordered.
• Support logistics associated with deliveries, pickups, shipments, and material transfers.
• Help maintain a clean, safe, organized, and efficient shop and warehouse environment.

ACCOUNTABILITIES

• Achievement of established goals and objectives - safety, financial, cultural, brand reputation
• Elite level of customer service, to ensure we continue to be the first call our customers make for their HVAC and mechanical services needs

ORGANIZATIONAL ALIGNMENT


This position reports directly to the Local Business Services Manager.

QUALIFICATIONS

• High school diploma or equivalent required.
• Previous administrative, operations, accounting, field service, warehouse, or related experience preferred.
• Able to maintain a state driver's license.
• Working knowledge of VISTA by Viewpoint is preferred.
• Ability to learn company accounting, field service, and operational software systems.
• Strong organizational and time management skills with the ability to multitask and prioritize effectively
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning new software systems
• Excellent written and verbal communication skills
• Detail-oriented with strong problem-solving skills and a proactive attitude

BEHAVIORAL PROFILE

Language Skills

Ability to read and comprehend written instructions, emails, and business correspondence. Strong written communication skills for drafting emails, reports, and internal documents. Ability to effectively present information in one-on-one and small group settings with employees, customers, and vendors.

Mathematical Skills

Proficiency in basic arithmetic, including addition, subtraction, multiplication, and division. Ability to work with percentages, ratios, and basic financial calculations. Comfort with spreadsheets and data entry for tracking expenses, reports, and administrative tasks.

Reasoning Ability

Strong problem-solving skills with the ability to follow written, verbal, or visual instructions. Ability to prioritize multiple tasks, manage deadlines, and adapt to changing priorities. Attention to detail and sound judgment in handling confidential information.

Physical Demands

While performing the duties of this role, the employee is regularly required to sit, use hands for typing and office-related tasks, and communicate clearly. The employee may occasionally need to stand, walk, or lift office materials up to 25 pounds. Vision requirements include close vision for computer work and the ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.


FirstCall does not accept unsolicited resumes, employment applications or inquiries from recruiters, employment agencies or individual job seekers. Applicants who are selected to proceed to the next stage of FirstCall's process will be contacted directly by a member of our team. Please note that we are unable to provide individual feedback to all applicants. Applications will stay active in our system for 60 days, and after 60 days applicants will need to reapply for the role.